Bi-Yearly Bulk Orders

In February and March 2009, Academic Affairs will conduct its first division-wide planning for a bulk order of computer hardware for Summer/Fall 2009.  The planning process will help ensure that computer orders are systematic, need-based, and equitable.

Funding of the FY2009 bulk order will be decided following the federal appropriation and funding prioritization within Academic Affairs.  The goal is to establish a central fund for systematic computer replacement, but that may or may not be possible for FY2009.

Academic units are encouraged to wait for the bulk order process.  If there is a special need for an order before a bulk order, review the Immediate Need Computer Order process.

The planning processes are outlined below.  More detailed information will be distributed and posted on the Daily Digest as we start each process.

1. We will conduct an Inventory and Needs Survey with BUHs and program leaders to get counts and infomation about uses of computers (employees, students/temp workers, labs, classrooms) that are currently in service.  The survey will also provide a way to indicate the urgency of replacing selected computers.
2. We will conduct a computerized audit of existing computers using Altiris software.  For this audit, you wil be asked to connect all computers you want counted to the network, and leave the computers on overnight.  This audit will address only computers that are new enough to be connected to the network, so units will need to document needs to replace any older computers in the Inventory and Needs Survey.
3. Using the data from the survey and audit, along with funding considerations and other variables, decisions will be made about how many computers can be ordered for each unit.  Some of the other variables will include:  (1) % of student enrollments for an academic year for academic departments, (2) usage statistics for service units, (3) % of employees (regular, temp), (4) age and need of existing computers, and (5) % of computer-related expenses in FY08.
4. The Academic Affairs Management Team (AAMT), the Deans and their Chairs/Directors will then make decisions about how to fund a bulk order.  General funds will not be used for grant and income-supported employees, as these positions are expected to be self-supporting and have options such as grant release and indirect funds to pay for computer purchases.
   
5. A bulk order will be placed.  Units in Academic Affairs will not need to prepare Purchase Request forms.  Units will be expected to review and confirm the number and types of computers for their unit.

The bulk computer purchase process will evolve as we work through it.  If you have suggestions or concerns, please share them with Earl Parks and Cindy King.  It is anticipated that we'll do bulk orders twice yearly, with planning periods in October and April-June so that new computers arrive before the Fall and Spring semesters.